It is hereby declared to be the policy of the Township to recognize and encourage meritorious actions on the part of its officers and employees. To this end, letters of commendation concerning Township employees from their superiors and from members of the public with whom they deal shall be directed to the attention of the department head and then recorded in the employee's personnel file. In addition, the department head or Township Committee may, on its own motion, commend the work of particular officers and employees and cause such commendation to be inserted in their personnel files.